Marine Supplies RFR edits - Copy.docx

The Commonwealth of Massachusetts Division of Marine Fisheries

(617) 626-1520 | www.mass.gov/marinefisheries

REQUEST FOR RESPONSE

RFR #______ / COMMBUYS Bid# ______

COMMBUYS Bid Number

ISSUE DATE:

1. Description or Purpose of Procurement: In support of the Division of Marine Fisheries (DMF) year-round research and monitoring efforts in the coastal waters of the Commonwealth, we require the services of professional marine suppliers and boatyards to provide supplies and equipment, as well as repairs, maintenance, and inspections for all equipment used by DMF. We will be awarding contracts to vendors that can provide the best value for the commonwealth. This will become a list of qualified vendors that can be used to fulfill certain needs as they arise. Placing a bid on this rolling enrollment RFR does not guarantee a contract. Quotes will be solicited from vendors on an as needed basis. See Appendix C

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Estimated Number of Awards: MADMF is seeking to establish a list of multiple pre-qualified Contractors and has not set an upper limit on the number of Contractors Adding Contractors after initial Contract Award: This will be a Rolling Enrollment RFR to allow vendors to be added to contract as needed. After the initial selection process is completed under this RFR, DMF may request that additional vendors submit responses in accordance with rolling enrollment at any time during the contract period.

5. Entities Eligible to Use the Resulting Contract

· All Divisions of the Department of Fish & Game, MA CZM, the MBUAR, MA State Police.

· The Purchasing Department reserves the right to add or remove additional authorized users during the contract term

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Renewal Options

Total Maximum Contract Duration

8 years

7. Anticipated Expenditures, Funding, or Compensation: Subject to quotes by a pre-qualified list of contractors. The Department does not guarantee contract work as a result of a vendor being added to this list. The funding for any contract resulting from this procurement is conditioned upon receipt of state funds.

8. Contract Performance and Business Specifications:

Scope of Services: Contractor will provide goods and services as needed.

Commodities being Procured: Marine Supplies and vessel support services Fiscal Terms: COMMONWEALTH IS TAX EXEMPT, PROMPT PAYMENT DISCOUNTS WILL BE APPLIED OR 45 DAY PAY CYCLE WILL RESUME, BILLS ARE PAYABLE IN ACCORDANCE WITH CTR’S BILL PAYMENT POLICY. BASIS FOR ISSUING INVOICES WILL BE WHEN EITHER TIME AND MATERIALS OR DELIVERABLES ARE RECEIVED/ COMPLEATED Performance Measures: Price, quality, service and timeliness.

9. Small Business Purchasing Program Program Background: The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference: While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility: To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements: It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance: Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. Environmentally Preferable Products: Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria: Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be added to the list of prequalified vendors. Additional information may be requested for evaluation purposes.

12. Instructions for Submission of Responses: Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B. Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

13. Estimated Procurement Calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Quotes (Bid Responses) Deadline (Bid Opening Date/Time): See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

14. Required Forms: Responses to this RFR must contain the following documents [SELECT APPLICABLE FORMS, DELETE OTHERS; ADD OTHER APPLICABLE FORMS SUCH AS SCOPE OF SERVICE / COMMODITY RESPONSE FORMS AND PRICE/COST PROPOSAL TABLES. ALL APPLICABLE FORMS MUST BE ADDED AS ATTACHMENTS TO THE BID BEFORE PUBLICATION]:

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

15. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids Appendix C: RFR – SCOPE OF SERVICES, PERFORMANCE, AND CONTRACT SPECIFICATIONS Acceptable Forms of Signature Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

Appendix C

SCOPE OF SERVICES, PERFORMANCE, AND CONTRACT SPECIFICATIONS

DESCRIPTION OR PURPOSE OF SERVICES

The Massachusetts Division of Marine Fisheries (DMF) conducts year-round research in the coastal waters of the Commonwealth. In support of this effort, we require the services of professional marine suppliers and boatyards to provide supplies and equipment, as well as repairs, maintenance, and inspections for all field equipment used by the DMF.

As DMF has two primary field stations (Gloucester and New Bedford) and is responsible for the management of fisheries resources along the entire coast, we will be awarding multiple contracts in the coastal regions of the Commonwealth. This will enable DMF to obtain these services in an efficient and timely manner and allow flexibility when conducting concurrent diving operations.

The Contractor may supply a list of prices or discount rate for available items. A flat-rate discount or discount by item type is acceptable. These prices/rates will remain in effect for the remainder of the fiscal year. Discount rate / price changes for future fiscal years may be made with the approval of DMF.

The Contractor will provide an hourly labor rate and discount rate for parts. These rates/ prices will remain in effect for the remainder of the fiscal year. All equipment service must be performed by technician’s factory-certified for that brand of gear / equipment.

Acquisition METHOD

Marine equipment and supplies (line, buoys, foul weather gear, oil, marine batteries, etc.) will be provided on an as needed basis, as will repairs, service, and inspections. Larger equipment purchases (e.g., engines or trailers), major repairs, and vessel haul-outs will be coordinated through DMF.

For each purchase or service rendered, an invoice will be submitted to DMF. Payment will be made for each invoice or group of invoices submitted.

Solicitation and selection of the Contractors will be conducted by DMF. Not all bids will be awarded a contract. All agencies of the Massachusetts Department of Fish and Game will be eligible to make use of these and any subsequent contracts under this RFR.

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